Document Controller

Job description / Role

Interpreter - Bi-lingual English and Arabic,
most of SAP consultant English speaking and most of functional BPO’s and CTM’s are Arabic speaking.
Should be perfect in MS-Office.Create call log in excel, explain and email to relevant person, timeline for resolution, update on daily basis, action and pending at a glance in form of summary and details.

Requirements

Key: Fluent in English (Speak & Write)
Document Management - Proficient in Ms Office, MS Project
Key: Highly competent for MS Office
Key: Focus on monitoring the status, identify the subject, create or update remarks, must be detailed oriented and daily updates the log if the subjects are pending, closed (done) and what kind of actions or activity perform.
Project Timesheet – Read and understand project guidelines, scope of work, different phases and manage the updated time sheet as schedule of project and guidelines for SAP Project office.
Key: Emphasis the right procedures for the guidelines by implementing the rules and create analysis.
Monitor -Track deliverable and schedule for day, week, month and phase manner.
Key: Provide tracking sheet and activity log in order to monitor the activity for specific accomplishment, for the pending/hold and for under process.
Sign off and archival - Track sign off and validate with authority, after approval archive the document hard copy as well as soft scan copy.
Key: First, Segregate all documents by classification (approved, hold for approval and under approval. Second, filing with the soft scan copy and hard copy by category in a file name folder and hard file folder or file box with a specific label. Third, the simple but important is Tracking sheet for all documents in order to easy to identify, easy to find the file and to identify the status.
Communication – Communicate right message to right person related to project verbal and email, follow up for resolution in time specific manner.
Key: to have a proper communication in order to easily understand the subject.
Escalation – In the case of any failure of authority, escalate the issue to project office as mention in escalation process in guidelines.
Key: In that case or situation, recognize and understand the flow of authorization process in order to identify “WHY” in order to escalate the issue to the specific management procedure by resolving the failed activity or decision.
Resource Provider - Organize the resources like Projector, Laptop, Space, Meeting room, White board etc. for successful meeting and training.
Key: Must to learn and observe the environment to attain accessibility and comfortability of the venue, identify the volume of participant in order to provide the exact figure materials to be needed in the meetings or in trainings which came to the comfortability of the participant and derived to the successful of the activities.
Conduct meeting – Organize and conduct meeting as per the project office guidelines or instruction on day to day basis.
Key: Indentify the subject matter, participants, venue and time for the meeting.
MOM – Preparation of Minutes of Meeting and circulation to relevant authority.
Key: Preparing the MOM with the subject matter, time, venue, participants and facilitator or the speaker for each subject category.
Participation in SAP-Unit to integrate testing, Result recording.
Key: good in analysis and enable to detailed oriented, also must be specific in category, words/name, code name or numbers by recording.
Recording – Event wise recording and access mechanism.
Key: Use abbreviation if any or needed but must to be specific and easy to understand.
Archival – Before EOD he must ensure each document archive in appropriate file and soft copy uploaded on system for future reference.
Key: Proper safe keeping by soft copy and hard copy.
For soft copy: ensure that the documents will save in the system completely and at the same time save it also in the back up file (hard disc or CD’s).
For Hard Copy: ensure that the documents will keep in the filing room safely with specific subject label, but it must to be sure that there’s a tracking sheet for the archive hard file in order to easy to find for the future references.

About the Company

AL-Yamama was established as a trading and contracting firm in the year 1372H (1952G) and has executed hundreds of projects since then in the fields of construction, O&M, Roads, Landscaping ...etc.

With the view to diversify company activities and make it broad based, AL-Yamama has established specialized divisions for Power, Desalination, Railways ...etc. and has allied with reputable companies in these fields and Participated in relative consortiums.